RENEW · TEMPLATE

Sponsor Renewal Checklist for Schools

A useful renewal conversation starts with the existing record: what the School agreed to deliver, what it delivered, what the supporting Evidence shows, and what still needs attention. Review that record before proposing another term.

Use this checklist to prepare the conversation and record the next decision. It does not predict renewal, guarantee revenue or turn preparation into a renewed Agreement.

1. Review the current term

• ☐ Open the accepted Agreement and any accepted revisions. Confirm the term and the benefits actually promised.
• ☐ Review required and reported quantities for each benefit. Keep incomplete and disputed work visible.
• ☐ Check each Evidence record against the claim it supports. An upload or delivery entry is not independent verification.
• ☐ Confirm who reviewed the Evidence and when. For independent verification, the authorized reviewer must be a different person from the person who submitted or recorded the work.
• ☐ Keep missing Evidence, review pending, rejected Evidence and independently verified work distinct. Do not remove a gap merely to make the renewal packet look complete.
• ☐ Reconcile current payment information with the business office. Payment and delivery status answer different questions.
• ☐ Review the latest sponsor report and identify changes since it was issued. Keep its original scope and date visible.

2. Prepare an honest account of results

• ☐ Separate delivered benefits from measured sponsor response.
• ☐ For any response figure, record the source, measurement window, metric definition and known exclusions.
• ☐ Distinguish zero recorded valid responses, not measured, and data unavailable. They are not interchangeable.
• ☐ Do not treat browser sessions as unique people or tracked activity as sales, impressions, media value or ROI.
• ☐ Summarize unfinished commitments with a responsible owner and the next decision needed.
• ☐ Identify proposed remedies or timing changes as proposals until approved through the applicable process.

The purpose is to support a decision with an accurate account. A short report with clearly stated gaps is more useful than a confident summary the underlying record cannot support.

3. Listen before designing the next term

• ☐ Confirm that the contact still owns the sponsorship relationship and identify any additional decision-makers.
• ☐ Ask which benefits were useful, which were difficult to use, and what the sponsor would change.
• ☐ Record feedback as feedback, with the date and source. Separate the sponsor's actual words or meaning from the School's interpretation.
• ☐ Preserve objections, uncertainty and nonresponse. Silence is not a renewal decision or proof of disinterest.
• ☐ Review the School's next-term inventory, staffing, delivery capacity and approvals before offering new commitments.
• ☐ Choose a next review date that fits the current term and the sponsor's process. There is no single calendar that suits every School program.

4. Keep preparation, proposal and acceptance separate

• ☐ Record the internal preparation state: not started, gathering information, ready for conversation, or held for a stated reason.
• ☐ Record whether a next-term offer is still being prepared, proposed, under review, explicitly deferred, declined or accepted.
• ☐ Treat an internal decision to wait as an internal hold. Do not attribute “not now” to the sponsor unless the sponsor expressed it.
• ☐ If terms are accepted, retain the acceptance reference and create the next term through your School's approved process.
• ☐ Preserve unfinished prior-term work and any accepted resolution separately. A new term does not erase an earlier commitment.
• ☐ Keep prior-term Evidence attached to its original work. It does not demonstrate delivery in a new term.
• ☐ Record who owns the next action, when it should be reviewed, and what has actually happened.

Copyable renewal preparation worksheet

Copy this into a document or spreadsheet. Keep private records in your School's approved system and use internal references here.

Repeat for each benefit:

Record response only where it was measured:

Keep a feedback and decision log:

Useful outcome labels include awaiting response, wrong contact, existing process, timing, pricing concern, benefit mismatch, interested with changes, deferred, declined and accepted. Record the evidence for the label. Do not force every conversation into a positive outcome.

Fictional worked example — renewal remains open

Teaching example, not customer proof. The demonstration sponsorship is Oak Creek High School / Apex Local Automotive / Maroon & Gold Elite Package. Its incomplete record is useful for practicing a candid renewal review.

The fictional campaign shows zero recorded valid responses so far. The public narrative does not supply a measurement window here; mark it [confirm from the campaign record] rather than inventing one. That observed zero does not prove zero people saw a benefit or that the sponsor had no business results.

Renewal state in the demo: ready for preparation, not completed. Sponsor feedback and next-term acceptance: not supplied. Do not infer either.

Teaching extension — a possible internal decision, not an event shown in the demo: hold the next-term proposal while the School checks the open delivery and review items. Record the actual owners and chosen review date as [to be assigned]. The sponsor has not been labeled “not interested” or “not now.”

A suitable proposed conversation opening is:

Before we discuss another term, we'd like to review the current record with you. It shows two of five units reported delivered, with one verified. The recognition review and remaining delivery work are still open. We want to confirm the next steps and hear which parts of the sponsorship matter most to you.

If a sponsor later says timing is the problem, record that stated objection and any agreed review date. If no reply arrives, record no response and a human review action. Neither outcome should disappear from the relationship history.

See renewal preparation in the product

Watch the VarsityProof for Schools self-guided demo and choose 4:09 — Prepare the next term. It shows the prior Agreement, delivery, Evidence and report brought together for preparation.

You can use this worksheet in your existing documents without creating an account.

For the records feeding this review, use the Sponsor Report Example and Fulfillment & Evidence Checklist.